Framingham United Soccer Club Policies and Procedures
policies & procedures
Framingham United Soccer Club Policies and Procedures 1. Statement of purpose and relationship with FUSC charter The Charter of the Framingham United Soccer Club serves as the prevailing and overriding document governing the operation of the entire club. Nothing in this document is to be understood or interpreted to conflict in any way with the requirements and directives of the Charter of the Framingham United Soccer Club. 2. Definitions The following definitions and abbreviations will be used in this document. FUSC shall stand for Framingham United Soccer Club BOD shall refer to the board of directors of the Framingham United Soccer Club Officers shall refer to the positions of President, Secretary, and Treasurer 3. Meetings The BOD shall meet monthly at a time and location to be determined by the club president. Special meetings can be called for if a need arises for them. Special meetings can be called for by either the President, Secretary and/or Treasurer. A quorum will consist of 50% of the number of BOD members plus at least one officer. 4. Power to Act The Charter authorizes the BOD to conduct the day-to-day business of the club subject to the rules set forth in the charter. The BOD may establish rules, policies and procedures in order to manage the function of the club and its programs as long as they do not conflict with the rules and requirements of the charter. 5. Financial Practices
FUSC will no longer have a FUSC Debit or Credit Card. All checks over $1,000 require two signatures. Authorized signers are the Treasurer, President and Secretary. There shall be appointed by the board an Assistant Treasurer. This person will generate checks (but cannot sign) and reconcile the bank statement. The Treasurer will include all bank transactions as part of his/her report for regular board meetings. The Treasurer, Assistant Treasurer, Secretary and President shall all have online viewing rights to our Bank Balances.
1
policies & procedures
The Treasurer has established a Treasurer’s Committee whose role is to review financial policies, review financial and bank statements, ask questions and to make sure that there is proper succession planning for future Treasurer and Assistant Treasurer Positions. Currently the members of the Treasurer’s Committee are the Treasurer, the Assistant Treasurer, Steve Meltzer, Dave Maniscalco, Joe McDonald and Brian Rozowsky. This Committee shall meet quarterly. The members of the committee aside from the treasurer and assistant treasurer shall be appointed by the treasurer with the ratification of the full board annually. The Treasurer and Assistant Treasurer shall maintain the bank account and check signing for Boosters. FUSC shall maintain an Investment account to house our excess cash. The Treasurer’s Committee shall continue to monitor our insurance situation to see if any additional insurance is needed to protect FUSC going forward.
6. Voting at Meetings Each member of the BOD, as delineated in the charter, shall have one vote at board meetings regardless of how many positions on the board the member holds. There shall not be any voting by proxy at board meetings. Board members must be present to vote. In the instances where the board has established a position of assistant to a board position, in the absence of the board member with an assistant, that assistant, if present, may vote in place of the absent director. As an example, if the treasurer is absent, the assistant treasurer may vote in his/her place. If the treasurer is present, the assistant does not have a vote. A quorum shall be required if any vote is to be taken. The BOD can meet without a quorum, but cannot conduct a vote on any motion or proposal without a quorum present. 7. Agenda distribution Prior to the monthly board meetings, the President or the Secretary shall distribute to the membership of the BOD, including assistants, a copy of the proposed agenda. 8. Executive Committee The following officers shall comprise the executive committee of the BOD: President Secretary Treasurer (Immediate Past President?) 9. Additional policies
2
policies & procedures
(Enumerate any specific policies or practices the BOD feels should be documented such as conflicts with religious holidays, participation in tournaments, issues with player placements, tryouts, coach selection, etc.) a. Single Age Policy – adopted April 27, 2014: FUSC adopts a single age policy for travel teams in the age brackets of U9, U10, U11, and U12. U14 and older shall remain a double age bracket. No playing up shall be allowed. b. Donations to Framingham Schools – adopted January 31, 2016: FUSC will donate to one Framingham school per year one free FUSC registration for one season. 10. Reference to club handbook as guidelines Reference should be made to the existence of the club handbook and state that its contents contain policy and best practices that are to be used as guidelines. The handbook does not have the standing of rules and regulations. 11. Amending this document This document can be amended by a majority vote of the FUSC BOD at any board meetings at which a quorum is present. 12. Ratification of this document This document was ratified by a majority vote of the BOD, 12-0-0, at a meeting held on January 31, 2016 at the Cushing Park Academy Building.
3
Framingham United Soccer Club Policies and Procedures 1. Statement of purpose and relationship with FUSC charter The Charter of the Framingham United Soccer Club serves as the prevailing and overriding document governing the operation of the entire club. Nothing in this document is to be understood or interpreted to conflict in any way with the requirements and directives of the Charter of the Framingham United Soccer Club. 2. Definitions The following definitions and abbreviations will be used in this document. FUSC shall stand for Framingham United Soccer Club BOD shall refer to the board of directors of the Framingham United Soccer Club Officers shall refer to the positions of President, Secretary, and Treasurer 3. Meetings The BOD shall meet monthly at a time and location to be determined by the club president. Special meetings can be called for if a need arises for them. Special meetings can be called for by either the President, Secretary and/or Treasurer. A quorum will consist of 50% of the number of BOD members plus at least one officer. 4. Power to Act The Charter authorizes the BOD to conduct the day-to-day business of the club subject to the rules set forth in the charter. The BOD may establish rules, policies and procedures in order to manage the function of the club and its programs as long as they do not conflict with the rules and requirements of the charter. 5. Financial Practices
FUSC will no longer have a FUSC Debit or Credit Card. All checks over $1,000 require two signatures. Authorized signers are the Treasurer, President and Secretary. There shall be appointed by the board an Assistant Treasurer. This person will generate checks (but cannot sign) and reconcile the bank statement. The Treasurer will include all bank transactions as part of his/her report for regular board meetings. The Treasurer, Assistant Treasurer, Secretary and President shall all have online viewing rights to our Bank Balances.
1
policies & procedures
The Treasurer has established a Treasurer’s Committee whose role is to review financial policies, review financial and bank statements, ask questions and to make sure that there is proper succession planning for future Treasurer and Assistant Treasurer Positions. Currently the members of the Treasurer’s Committee are the Treasurer, the Assistant Treasurer, Steve Meltzer, Dave Maniscalco, Joe McDonald and Brian Rozowsky. This Committee shall meet quarterly. The members of the committee aside from the treasurer and assistant treasurer shall be appointed by the treasurer with the ratification of the full board annually. The Treasurer and Assistant Treasurer shall maintain the bank account and check signing for Boosters. FUSC shall maintain an Investment account to house our excess cash. The Treasurer’s Committee shall continue to monitor our insurance situation to see if any additional insurance is needed to protect FUSC going forward.
6. Voting at Meetings Each member of the BOD, as delineated in the charter, shall have one vote at board meetings regardless of how many positions on the board the member holds. There shall not be any voting by proxy at board meetings. Board members must be present to vote. In the instances where the board has established a position of assistant to a board position, in the absence of the board member with an assistant, that assistant, if present, may vote in place of the absent director. As an example, if the treasurer is absent, the assistant treasurer may vote in his/her place. If the treasurer is present, the assistant does not have a vote. A quorum shall be required if any vote is to be taken. The BOD can meet without a quorum, but cannot conduct a vote on any motion or proposal without a quorum present. 7. Agenda distribution Prior to the monthly board meetings, the President or the Secretary shall distribute to the membership of the BOD, including assistants, a copy of the proposed agenda. 8. Executive Committee The following officers shall comprise the executive committee of the BOD: President Secretary Treasurer (Immediate Past President?) 9. Additional policies
2
policies & procedures
(Enumerate any specific policies or practices the BOD feels should be documented such as conflicts with religious holidays, participation in tournaments, issues with player placements, tryouts, coach selection, etc.) a. Single Age Policy – adopted April 27, 2014: FUSC adopts a single age policy for travel teams in the age brackets of U9, U10, U11, and U12. U14 and older shall remain a double age bracket. No playing up shall be allowed. b. Donations to Framingham Schools – adopted January 31, 2016: FUSC will donate to one Framingham school per year one free FUSC registration for one season. 10. Reference to club handbook as guidelines Reference should be made to the existence of the club handbook and state that its contents contain policy and best practices that are to be used as guidelines. The handbook does not have the standing of rules and regulations. 11. Amending this document This document can be amended by a majority vote of the FUSC BOD at any board meetings at which a quorum is present. 12. Ratification of this document This document was ratified by a majority vote of the BOD, 12-0-0, at a meeting held on January 31, 2016 at the Cushing Park Academy Building.
3
